What to buy for a barbecue festival

A barbecue festival needs more than meat and charcoal. Plan food for the full guest count, then add the serving, cooling, fuel and safety supplies that keep everything moving outdoors. Chill drinks before guests arrive, keep meat refrigerated until it goes on the grill, and check that every barbecue has enough fuel. This shopping list covers the practical items people often remember only when setup has already started.

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What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Party tentsqty 2
Beer tablesqty 8
Buffet tablesqty 2
Chairsqty 60
Beer table benchesqty 4
Coat rack
Waste binsqty 6

Tableware

Platesqty 70
Bowlsqty 60
Cutlery setsqty 70
Reusable cupsqty 150
Serving plattersqty 12
Serving tongsqty 10
Serving spoonsqty 8

Equipment

Barbecuesqty 3
Gas cylindersqty 6
Coolersqty 6
Core thermometersqty 3
Coffee machinesqty 2
Hot water kettlesqty 2
Extension cordsqty 4
Power stripsqty 3
Fire extinguishersqty 2

Kitchen

Cutting boardsqty 6
Kitchen knivesqty 8
Mixing bowlsqty 10
Baking dishesqty 6
Meat Tongsqty 6

Decorations

Buntingqty 8
Menu boardsqty 4
Tableclothsqty 10

Lighting

String lightsqty 6

Cleaning

Broomsqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 3
Handwashing stationsqty 2

Catering

Groceries
- Beef burgers - 70 pieces
- Beef sausages - 60 pieces
- Chicken skewers - 60 pieces
- Marinated chicken breast - 5 kilograms
- Belly pork slices - 4 kilograms
- Vegetarian burgers - 20 pieces
- Vegetarian skewers - 20 pieces
- Hamburger buns - 80 pieces
- Hot dog buns - 70 pieces
- Baguettes - 12 pieces
- Herb butter - 8 tubs
- Potatoes - 10 kilograms
- Lettuce - 6 heads
- Tomatoes - 5 kilograms
- Cucumbers - 8 pieces
- Bell peppers - 4 kilograms
- Red onions - 2 kilograms
- Corn cobs - 30 pieces
- Mushrooms - 3 kilogram
- Zucchini - 8 pieces
- Potato salad - 5 kilograms
- Pasta salad - 5 kilograms
- Raw vegetable salad - 4 kilogram
- Grated cheese - 2 kilogram
- Cheddar slices - 2 kilograms
- Bacon - 2 kilogram
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 bottles
- Garlic sauce - 3 bottles
- Barbecue sauce - 3 bottles
- Satay sauce - 3 jars
- Olive oil - 2 bottles
- Salt - 2 packs
- Pepper - 2 jars
- Paprika powder - 2 jars
- Italian herbs - 2 jars
- Charcoal - 6 bags
- Firelighters - 4 boxes
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Non-alcoholic beer - 24 bottles
- Beer - 120 bottles
- Rosé - 12 bottles
- White wine - 8 bottles
- Red wine - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Coffee - 4 packs
- Tea - 2 boxes
- Sugar - 2 packs
- Milk - 6 liters
- Oat milk - 3 liters
- Ice pops - 60 pieces
- Brownies - 60
- Watermelons - 3 pieces
- Grapes - 3 kilograms
- Lemons - 2 kilograms
- Ice cubes - 20 kilograms
- Aluminum foil - 4 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper napkins - 300 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Hand soap - 4 bottles

Tips

Allow around 250–350 g of raw meat or plant-based alternatives per adult, plus 2–3 side portions. Buy extra food only after checking registrations and dietary requirements.
Plan 2–3 drinks per person for the first hour, then about 1 drink per hour. Chill them in coolers before setup and keep a separate supply of drinking water available.
Count tableware at 1.5 sets per guest if you are using reusable plates, bowls and cutlery. For 40 guests, that means about 60 of each item so replacements are available.
Check barbecue fuel at least 2 days before the festival and keep spare gas cylinders or other required fuel on hand. Do not rely on a single barbecue or a nearly empty cylinder.
Buy ice or ice packs for the coolers on the day itself, not the night before. Keep raw meat in separate refrigerated storage and use core thermometers to check that cooked food reaches a safe temperature.

Frequently asked questions

How much meat do I need for a barbecue festival?: Allow 250–350 g of raw meat or plant-based alternatives per adult, depending on the number of sides and desserts. For 50 adults, plan roughly 12.5–17.5 kg before accounting for dietary substitutions.
How many drinks should I buy for a barbecue festival?: Plan 2–3 drinks per guest for the first hour and about 1 drink per hour after that. For a 4-hour festival with 50 guests, that is approximately 250–350 drinks, including water and non-alcoholic options.
How many plates and cups do I need for 40 guests?: Plan 60 plates, bowls, cutlery sets and reusable cups for 40 guests if washing items during the event is not practical. This gives you 1.5 sets per person and covers dropped or misplaced items.
When should I buy barbecue festival supplies?: Buy dry goods, tableware and decorations 3–7 days ahead. Buy fresh vegetables 1–2 days ahead, collect meat as late as possible while keeping it refrigerated, and buy ice on the event day.

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